Doing Business with the Salk Institute

Doing Business with the Salk Institute

Thank you for your interest in doing business with us!

Carefully review the information contained on this website to learn more about how you can be a part of Salk’s mission.

The Salk Institute for Biological Studies is one of the world’s preeminent basic research institutions where renowned scientists make groundbreaking discoveries studying neuroscience, genetics, cell and plant biology and related disciplines. To support Salk’s foremost scientific minds in their innovative biological research we require our suppliers to provide the best value and highest quality goods and services to meet a broad spectrum of requirements including those related to administration and facilities maintenance.

Procurement Services strives to maintain efficient and effective processes with reliable suppliers, who have demonstrated that their products and services consistently meet the highest of standards required to meet the ongoing research and associated administrative needs of the Institute.

COMPLIANCE

The responsibility of the Procurement Services Department is to source, procure, inspect, deliver and ship all the materials and services required to meet the goals of the Institute. The Salk Institute for Biological Studies will comply with the Procurement Standards in OMB Circular A-110, Part 215, Subpart C-Post-Award Requirements, Sections 215.40 – 215.48 for all federal grant funded procurements, until July 1, 2018.

PROCUREMENT

As directed by the President and Members of the Board of Trustees, it shall be the policy of the Salk Institute to endorse positive efforts to procure supplies, equipment, and other services consistent with current applicable federal and local government guidelines as related to procurement practices. Consistent with this policy, the Procurement department is designated to secure these materials and services as required. In general practice, the official commitment of Salk funds for these materials and services shall be made only through authorized Procurement staff.

The Salk Institute encourages internal clients to do business with small, minority owned, women owned, veteran owned and other diverse businesses.

BUYING AND SIGNATURE AUTHORITY

Only Procurement Services Department personnel are authorized to sign contracts, quotes or other procurement related documents unless official delegation for specific documents or circumstances has been granted to another by the Board of Trustees, one of the Senior Executive Officers or their direct delegate(s). Forward any requests for signature to Procurement or the Office of Technology Development for evaluation. The Director of Procurement Services has been granted signature authority by the Senior Vice President and Chief Financial Officer of Salk for the majority of Salk’s procurement related documents.

CODE OF ETHICS

Salk’s Procurement Services Department operates under the guidance of the Institute for Supply Management’s (ISM) Principals and Standards of Ethical Supply Management Conduct. All Salk suppliers shall assist Procurement Services in upholding these ISM principals, promote the highest ethical standards and maintain integrity in all dealings with the Institute.

Suppliers attempting to engage Salk employees or its affiliates in any behavior contrary to these ethical guidelines may be removed immediately from Salk premises and banned from doing further business with the Institute if any such allegations of misconduct substantiated.

The Salk Institute must comply with the procurement regulations as set forth by the U.S. Government Office of Management and Budget circular A-110. Regulations include that no employee, officer, or agent shall participate in the selection, award or administration of a contract supported by Federal funds if a real or apparent conflict of interest would be involved which would interfere, or appear to interfere with, that person’s ability to be completely impartial and loyal to the Salk Institutes interests. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in the supplier submitting quotes, participating in a formal bid process or being selected for the contract. . In addition, the officers, employees, and agents of the recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub-agreements.

LOGISTICS OPERATIONS

Logistics Operations is a function of Procurement Services and includes Shipping, Receiving and Mail Services operations. These operational areas are responsible for ensuring accurate receipt and delivery of goods and mail to internal clients and processing outgoing shipping.

DELIVERY REQUIREMENTS

The Salk Institute operates under a Central Receiving delivery process. All incoming goods should be delivered to the main Salk delivery dock at 10010 N Torrey Pines Rd, La Jolla, CA 92037 between the hours of 8:00am – 4:30pm. All goods are inspected and received at this location.

PACKAGE LABELING

All package labels and packing slips must include the department delivery code, requester name and purchase order number. This information will be provided for you on each purchase order.

Each carton must have an individual delivery label, even if multiple packages for one purchase order are shrink wrapped onto a pallet.

SYSTEMS & TECHNOLOGY

GENERAL POLICIES & PROCEDURES

In order to receive requests for quotes, information and proposals from Salk, suppliers shall agree to protect any confidential information contained in those requests per Salk’s Non-Disclosure Agreement (NDA).

These general Salk Terms and Conditions of Purchase apply to every purchase by Salk. You can email SupplierInfo@salk.edu if you would like a copy emailed to you directly. If your company is unable to accept our terms as written, please contact the Procurement Director for further discussion. If you have executed a master contract with Salk, those terms and conditions shall apply as specified.

All suppliers performing services on-site must, at a minimum, sign Salk’s Release and Indemnification Agreement and submit all insurance documentation naming Salk as an additional insured and waivers of subrogation for the required types and amounts prior to beginning any work. Procurement will provide you with the agreement and any other necessary forms for you to sign and return along with the specified insurance documents as stated in the agreement.

As general guidance, suppliers are typically expected to carry the following minimum insurance types and levels, however they may be modified based on the type of work being performed, cost and risk:

Comprehensive or Commercial General Liability Insurance including Products & Completed Operations with a minimum of $1,000,000 per occurrence and $5,000,000 in the aggregate, covering the actions of the supplier while on Salk Property and providing insurance for bodily injury, property damage and contractual liability.

Business Automobile Liability Insurance with a minimum of $1,000,000 per occurrence, covering owned, hired and non-owned automobiles used by or on behalf of the supplier and providing insurance for bodily injury, property damage and contractual liability. Such insurance shall include coverage for uninsured and underinsured motorists.

Workers’ Compensation and Occupational disease insurance coverage, including Employer’s Liability Insurance, the supplier is required to maintain under applicable laws

SAFETY

Suppliers working onsite must follow all Cal-OSHA requirements as well as the standards outlined in the Contractor Safety Manual provided by Salk’s Environmental Health & Safety Department. In order to comply with smoking ordinances passed by the city and county of San Diego, smoking is prohibited anywhere on Salk property. Children under 16 years of age are not allowed in the Salk laboratories. You will be escorted from the premises if you fail to comply with Salk’s Safety policies.

If you receive pre-authorization to be reimbursed for travel expenses in connection with any purchase order, you must adhere to the terms outlined in Salk’s Travel Policy. Suppliers must provide receipts to be reimbursed for any expenses.

Not only does Salk Institute cherish and nurture the diverse culture of its own staff and researchers; it also understands and values the positive impact that small and diverse businesses have on our community and economy. Procurement Services seeks to offer qualified diverse suppliers the chance to compete fairly on project bids that are in their area of expertise.

SUPPLIER REGISTRATION PORTAL

Salk’s Supplier Registration Portal is available through the Institute’s eProcurement System, SalkShop, which is powered by SciQuest. This portal is designed to allow suppliers to:

Register online to be considered as a potential supplier for Salk.

Manage your own company and business information, such as addresses, contacts, diversity classification, insurance and other required data.

Receive solicitations to submit information, quotes or proposals in your area of expertise.

Submit invoices and review invoice status online.

Before you begin the basic registration process we recommend that you have the following information and documents readily accessible:

Addresses, phone numbers, and email information

Dun & Bradstreet (DUNS) Number

Basic business information, such as the legal structure, Tax ID number, number of employees, contractor licenses, etc.

List of commodities and services you are qualified to supply

Diversity information and certifications (if applicable)

Additional contacts for your company

By entering and submitting information in this portal you are certifying that you have read, understand and agree to the information contained in this “How to do Business with Salk” website and that you are authorized to complete the registration questionnaire and contractually bind your company.

COMPETITIVE BID REQUESTS & CONTRACT OPPORTUNITIES

Salk’s Procurement Services Department uses three types of competitive bid requests; Requests for Information (RFI), Request for Quotations (RFQ) and Request For Proposals (RFP). Suppliers may qualify during the competitive process. All responses must address the stated requirements for service, quality, capacity and price and follow the process as outlined in the request documents for a response to deemed responsive and responsible.